How to run a successful school or nonprofit food drive

In recent years, one in eight Americans has experienced food insecurity, and amid the ongoing government shutdown and uncertainty of SNAP benefits, the problem may soon grow even larger. Food pantries and nonprofits have seen a surge in demand, and many find themselves struggling to meet their community’s needs.

As the holidays approach, organizing a food drive can help fill the gaps, especially around Thanksgiving. As with any donation drive, clear planning, financial transparency, and effective outreach are key. Here’s how to make your school or nonprofit’s food drive a success.

Consider partnering with a local food bank

If collecting and distributing food in your community isn’t normally part of your school or nonprofit’s activities, reach out to an established food bank or community kitchen in your area. These organizations understand current needs better than anyone and can provide valuable guidance on what items are most needed and how much they can realistically distribute.

Many food banks will provide collection containers and can arrange pickup services, which eliminates transportation challenges for your organization. They can also tell you which items are consistently needed versus those that tend to accumulate unused in their warehouses. Before you start planning, ask about their specific requirements: Do they need diet-specific foods like low-sodium items for seniors? Are there culturally appropriate foods they’re lacking? What are their peak donation times, and when do they most need additional support?

Create a plan and a budget for your school or nonprofit’s food drive

Once you understand the current needs in your community, it’s time to start planning. 

First, you’ll want to define the purpose and scope of the drive—how much do you hope to collect, and for how long? Create clear, measurable goals like pounds of food collected or number of families served. Having a specific target and tracking progress is a good way to encourage people to donate. Then, it’s time to promote your food drive widely through flyers, social media, school newsletters, and local businesses.

You’ll also need to establish a budget. Even if your primary goal is collecting food donations, you’re likely to have some costs that need to be planned and tracked—think about promotional materials, transportation costs, or other possible expenses. 

Don’t overlook monetary donations

While food donations are the visible face of a drive, cash contributions often provide more purchasing power. Food banks typically have wholesale relationships that allow them to buy significantly more food per dollar than individual retail purchases.

When promoting your drive, explain this advantage to potential donors. Many people appreciate having a monetary giving option, particularly during busy holiday periods. Plus, it allows people to contribute even if they’re too far away or unable to physically drop off food items. A payment collection tool like CheddarUp (included with a MoneyMinder subscription), makes it simple to collect and track monetary donations.

Maximizing corporate matching programs

Another reason to collect cash donations: many employers offer matching gift programs that can significantly increase the impact of individual donations. When promoting your drive, remind potential donors to check with their human resources departments about these opportunities. The process is typically simple for the donor, but the impact on your drive can be substantial.

Compliance and documentation

Most standard food drives have straightforward record-keeping requirements. Maintain receipts for all drive-related expenses, document monetary donations properly, and keep clear records of what food donations you received.

If your organization handles food recovery activities—such as collecting surplus food from restaurants or grocery stores—you may need to follow additional health and safety regulations. Check with your local health department if you’re unsure about specific requirements in your area.

Report your results

Once your drive concludes, prepare a summary of results for your board, donors, and community. Include both the tangible outcomes (amount collected, number of people served, etc.) and the broader impact your efforts achieved.

This reporting serves multiple purposes: it demonstrates responsible stewardship of donated resources, provides valuable information for planning future drives, and helps maintain community support for your organization’s ongoing work.

By combining community engagement, strategic fundraising, and diligent financial practices, your school or nonprofit can make a real difference in the lives of neighbors this holiday season.